How To Make Your Hybrid Meetings More Effective With Neomeet

Employees throughout the world are searching for new ways to work and interact with each other, and their businesses as remote and hybrid work models continue to grow.

Nemoeet, while conducting in-depth research on employee behavior, found this trend. Besides, leading virtual meeting platforms like Google Meet and Zoom are seeing the same outcome in the hybrid working members around the globe.

Creating a template for more inclusive and collaborative meetings may help teams feel more connected, no matter where or how they collaborate.

Schedule the Meeting: The Primary Task

If you deal with colleagues in different time zones, you know how difficult scheduling may be. To maximize involvement, Neomeet suggests following a few criteria.

Better Scheduling Comes With Effective Sharing

Encourage your employees to enter their working hours, location and concentrate time into Calendars.

There may be some members in the team whose contribution to the meeting is not that essential. You can count them as optional. So, if they are not available due to time issues, you can always catch up later.

To ensure that everyone, including the organizer, understands what to anticipate, have registrants share whether they will be attending “in a meeting room” or “online.”

Pick A Common and Suitable Date

Add additional timezones to your calendar for teams in other time zones to organize global meetings ahead of time. To keep the meeting running in every time zone, you can distribute the hosting roles among the team members from different time zones.

Team members switching roles relieves one person’s workload and allows everyone to contribute more fully.

Share The Meeting Agenda Before (24 hours at least)

Let attendees know what the meeting will be about at least 24 hours ahead of time — for example, “This meeting will be successful if we leave with four fantastic ideas from the brainstorming session” — so they can prepare.

Remember that you may email the agenda just before the meeting or at the correct time for attendees in various time zones.

While The Meeting is Going On

Hybrid meetings should not seem like two separate talks in the same room. Try the following to keep them appearing like a single, all-encompassing experience:

Breaking the Ice is the Key

Recognize when faraway coworkers join and connect within the first five minutes. Some groups begin by asking, “What was the best item you ate this weekend?” or watching entertaining YouTube videos.

Make Sure To Take and Share Notes

Notetakers can utilize a pre-populated notes Doc to discuss what happened with participants and anybody who couldn’t attend. Or they can invite others or even keep meeting recordings.

Ensure Total Participation

Encourage remote participation, prevent “in the room” side chats, and urge mixed language teams to utilize translated captions to make everyone feel heard.

Because not everyone feels comfortable speaking at a meeting, make sure everyone knows they can utilize the chat tool or use the poll feature to get everyone involved.

Post Meeting Procedures

As our teams got increasingly scattered over the previous two years, many of us suffered meeting fatigue. However, it’s always essential to make guests feel like their time was well spent, and there are several methods to do it. First, send a thank-you message to all who attended, asking for comments and sharing any notes, recordings, action items, or choices.

You may also share meeting assets in the appropriate Spaces so that team members who cannot attend can participate. For regular meetings, it’s also a good idea to get public input — try polling folks once a quarter using Google Forms, possibly anonymously — on ways to make the meeting more effective and inclusive.